When you want to hold a business event, and also be successful, it will be imperative that you take into account two magic words, organization and planning, because they play a vital role.
Whether the event is a conference of international repercussions or a meeting with potential customers of the sector, you have a whole year to organize it, or just a week, the success of the event will be in the small details that you have taken into account to make everything right and be an unforgettable experience.
Often the mistake is made of thinking that the bigger the budget, the better the event, but the reality is that the two magic words are more important because with little budget and a correct planning/organization you will have success assured.
However, for a lot of money you invest in celebrating the event, if you do not do a good planning and organization you will never get to make an event that is relevant.
For this reason, in this article, you will find 7 tips to make a successful event and promote your business.
# 1 Event Purpose
First of all, it is essential to have a clear idea about the purpose of the event, that is, you must know what you want to achieve with the celebration of the event.
For example, if the event is just trying to raise awareness among people for your new product or is it just an informal business meeting or an informal conversation with potential customers.
In addition to knowing the purpose of the event, it is also vital to have an idea about your target audience, as this will depend on a lot of organizing the contents of the event.
If in this first stage you have any doubts or you do not know how to answer these two concepts, then you should probably ask yourself if you really need to organize an event to promote your business, since it is fundamental to guarantee its viability to avoid a bad result.
Remember that having a clear idea about the purpose of the activity as well as the target audience will help you stay focused on the specific goals and even prevent the scope of the event from blurring along the way.
These goals should have some characteristics that will be very useful to carry out the planning of the event such as: be specific, be measurable, be consensual, and be realistic.
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# 2 Make a to-do list
If you want to succeed with the corporate event, you must prepare a list of tasks, because it is really important for the planning and the organizer of the event.
For this reason, it is necessary to write down everything that comes to mind while we are planning or organizing the event because it is the best way not to forget any details and the event is a resounding success.
The great advantage of having a to-do list when you are organizing a corporate event is that it helps you keep track of all the things you do as well as the things left to do, as numerous important details are involved.
An example would be when you go to the supermarket with the list of the purchase to not forget anything, that is, a list of the things you need to buy for your house like food or any other product.
You have to keep in mind that the organization of a corporate event supposes to make too many steps like:
Suppliers of beverages, soft drinks, and coffee
Inputs or Access Cards
In short, it is essential to make a list of tasks to ensure that you do not forget anything important during the planning of the corporate event.
If you want a recommendation on portable staging System, I advise you to negotiate with companies to supply their products free of charge in exchange for advertising for your brand in the event, that is, look for all the partners that you can because in this way you will save lots of money, time and effort.
If you want a recommendation, I advise you to look for all the possible partners to supply the products you need for the event free, as they will also be interested because they will get free publicity for your brand, and in this way, you will save lots of money, time, and efforts.
The great benefit of knowing how to delegate all the tasks is that in the end, everyone wins, sponsors, event organizers, and attendees, but even more importantly, I could not forget the event.
# 3 Set The Budget
One of the main keys to being successful with a business event is to save the organization costs to the maximum and to achieve this it is of vital importance to look for sponsors who collaborate with the event.
There is no hesitation that the budget will depend largely on the type of event or size (number of attendees) being organized, but equally, it is necessary to lower the costs of the event so as not to lose money.
However, while it is important to reduce the costs of the organization for the event, you must keep in mind that this saving cannot affect the quality of the event because otherwise the reputation of your company will be harmed.
When I talk about saving the costs, I always refer to all those things that you can get by other means such as the sponsors through your collaboration or volunteers to help in the celebration of the event.
It is true that the budget for an event is a fairly important factor, but this does not mean that the bigger the budget, the better the event, on the contrary, on many occasions can be a great failure due to poor organization.
Therefore, both the planning and the budget of the event must go together to make the event a success, and more importantly, that the attendees enjoy an unforgettable experience.
# 4 Marketing
Another important aspect to take into account to achieve a successful event is to promote it through social networks, as it is the only way to get the event to a large number of interested people.
Surely now you will be thinking about the social network Facebook to promote the event because it currently has the chilling 1.5 billion users, but you cannot forget the second fastest growing social network called Instagram, and also the social network of Twitter micro blogging.
As you already know, in the social platform Facebook you must use the Facebook Ads tool and invest money to increase the reach and thus attract more attendees for the event.
However, on Instagram, you have the great opportunity to show the publications to all followers without paying, and on Twitter, you can gain greater reach by publishing at the best times and using hash tags tendencies.
In addition to using social networks to promote the event and sell more tickets, it is also advisable to hold competitions, raffles, and promotions to give tickets and thus gain greater visibility, as people will share the publication in their profiles with friends.
It would also be ideal if you used the mobile streaming application Periscope to sort free tickets with Twitter followers because this way you will get more impact because users can share the broadcast in their timeline.
# 5 Review the day of the event
Arriving on the day of the event and with nerves of the skin of stress, just focus on checking that all things planned are running according to the previous planning you did.
A very frequent mistake that some event planners usually make is that when the day of the event arrives, they do not stop sweating and running stressed from side to side, so never make this serious mistake because it will be the result of bad planning and organization.
Many people consider that it is normal to be in a state of mind during the organization of the event, and nothing further from the reality, it is normal for the organizer to delegate 99% of the work so that he can supervise all the tasks that are necessary to make the event perfect.
In short, the organizer should only be in charge of doing three things:
Check that all delegated tasks are doing well.
Ensure that customers and attendees are well served.
Attend VIP guests.
# 6 Have an emergency plan
The great advantage of having an emergency plan or plan B is that it avoids suffering bad times in the event, and therefore guarantees to be prepared for it if it happened.
This is not to say that you are a pessimist when organizing the event. On the contrary, it is wise to know ahead of time situations so that they do not take you unexpectedly without knowing what to do or how to act; it is therefore of vital importance to have designed a plan B by if necessary make use of it.
When you make a plan B for the event you must take into account any situation or task but always with common sense, that is, you do not have to contemplate all possible situations, but the most important ones.
# 7 Offer a gift
Last but not least, it is very important when organizing a business event that you want everything to be perfect as planned, but you cannot forget the attendees.
When I talk about attendees, I mean their experiences during the event, and that is why I recommend you to offer a gift to the public when the event has ended as a thank you for your attendance.
It is advisable that the gift is always something related to the professional activity of the company and the type of event, that is to say if your company sells accessories for smartphones would be ideal to give something that works for any mobile device.
EYE!! When giving something to mobile devices make sure first that it is compatible or works correctly for all models.
Out of jokes, I tell this from personal experience because it happened to me in an event, and now that the organizer does not listen to me, I confess that I was annoyed enough that lack of consideration for those people who did not have an iPhone.
I also take the opportunity to advise you not to make the serious mistake of saving money in buying the gifts because there is a brand that gives you free pens with your logo because with that attitude you will never provide a memorable experience for the attendees.
If you want to make a successful business event for your business, it will be more important to make a correct planning and organization than having a big budget.
And you, have you organized any type of event for your company? Would you add anything else?